Bookkeepers send a quote or proposal before taking on a new client or a cleanup project, usually after a short discovery call and a look at the client's accounts. The client is comparing monthly price, what is included, response time, and whether the bookkeeper will handle payroll, sales tax, and tax-year cleanup. A clear scope matters more than the lowest number.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Clients should own their file and login so they keep access if the engagement ends, and the quote should say who pays for the software.
Account count is one of the main drivers of workload, and extra accounts are a common source of disputes.
Sets the boundary for the flat fee and gives you a fair way to adjust if volume grows.
The price depends on how many months need work and whether statements and receipts are available.
Clients often assume these are covered, so listing what is and is not included avoids surprise charges.
Defines what the client receives and when, and ties your deadline to the client sending records on time.
Late or missing documents can drive up your hours, so state how you will bill for the extra time.
| Service | Priced | Typical range |
|---|---|---|
| Monthly bookkeeping (small business, under 100 transactions) | per month | $250-600 |
| Monthly bookkeeping (higher volume or multiple accounts) | per month | $600-1,500 |
| Hourly bookkeeping and ad hoc support | per hour | $40-95 |
| Catch-up or cleanup project | per hour | $50-100 |
| Payroll processing | per payroll run | $40-150 |
| Bank and credit card reconciliation (one-off) | per account per month | $50-150 |
| 1099 preparation and filing | per form | $10-25 |
| Accounting software setup and onboarding | flat fee | $200-750 |
Typical US ranges. Rates vary by region, experience, and job size.
Ask for read-only access or a few months of statements. A quote based on a quick glance at a messy file is how bookkeepers end up working below their hourly rate.
A basic, standard, and full-service tier let clients choose by budget and make your scope easy to compare. Keep the differences concrete, such as account count, payroll, and reporting.
Give a range or a not-to-exceed number and state what would change it. This protects you if records turn out worse than expected and keeps the client comfortable with the budget.
Set a date by which the client must accept, usually 14 to 30 days, since your workload and the state of their books can change.
A short intro call is usually free. If you need to review records in depth to scope a large cleanup, many bookkeepers charge a flat fee for that review and credit it toward the project if the client signs.
If you quoted a capped estimate, tell the client as soon as you see it will be exceeded and get approval before continuing. Your quote should state that missing or inaccurate records may change the price.
Not by itself. A quote becomes a firm agreement once the client accepts it, ideally by signing an engagement letter that includes scope, fees, payment terms, and how either party can end the arrangement.
Use the Bookkeeper invoice template to bill the client, or convert this estimate once it's approved.
Bookkeeper invoice template